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[[Category:Strategies for Program Chairpersons]][[Category:Broglin, Jana Sloan]][[Category:Conferences]][[Category:Programs]]

[[Category:Strategies for Program Chairpersons]][[Category:Broglin, Jana Sloan]][[Category:Conferences]][[Category:Programs]]

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The decision is made to hold a major conference. The date is set. The site secured. The committee appointed. All that remains is to select a theme, topics, and speakers. Here are suggestions for doing this as easily and efficiently as possible.

The decision is made to hold a major conference. The date is set. The site secured. The committee appointed. All that remains is to select a theme, topics, and speakers. Here are suggestions for doing this as easily and efficiently as possible.

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'''Choose a Theme'''

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== Choose a Theme ==

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Themes are broad subjects that may encompass many different lecture topics. For its 2013 four-day national conference in Fort Wayne, Indiana, the Federation of Genealogical Societies used the theme: “Journey Through Generations.” A theme is useful in logo design, the promotion of the event, and the selection of sessions in a multi-track program.

Themes are broad subjects that may encompass many different lecture topics. For its 2013 four-day national conference in Fort Wayne, Indiana, the Federation of Genealogical Societies used the theme: “Journey Through Generations.” A theme is useful in logo design, the promotion of the event, and the selection of sessions in a multi-track program.

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'''Identify Tracks'''

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== Identify Tracks ==

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Tracks are the schedule or arrangement of program slots to be filled with sessions. A conference may have one or more tracks with titles such as, “International Research,” “Records and Resources,” and “Computers and Genealogy.” Within each track, are sessions which run simultaneously, giving attendees choices for each hour or more of programming. The number of tracks is often determined by the

Tracks are the schedule or arrangement of program slots to be filled with sessions. A conference may have one or more tracks with titles such as, “International Research,” “Records and Resources,” and “Computers and Genealogy.” Within each track, are sessions which run simultaneously, giving attendees choices for each hour or more of programming. The number of tracks is often determined by the

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Blended programs offer attendees the opportunity to hear the keynote speaker yet still choose sessions from two or more tracks before the group reconvenes for the general closing session. To ensure high quality in this type of setting, give the local speakers a test run before the actual seminar. To ensure high quality in this type of setting, give the local speakers a test run before the actual seminar.

Blended programs offer attendees the opportunity to hear the keynote speaker yet still choose sessions from two or more tracks before the group reconvenes for the general closing session. To ensure high quality in this type of setting, give the local speakers a test run before the actual seminar. To ensure high quality in this type of setting, give the local speakers a test run before the actual seminar.

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'''Options for Sessions'''

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== Options for Sessions ==

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Within each track, the sessions are usually one hour in length. Sessions are specific topics or subjects presented as lectures, workshops, or trips: one presenter (or a panel) in a single time slot. For example, a three-track conference (with tracks titles, “I. International Research,” “II. Records and Resources,” and “III. Computers and Genealogy”) may offer these sessions: I. English

Within each track, the sessions are usually one hour in length. Sessions are specific topics or subjects presented as lectures, workshops, or trips: one presenter (or a panel) in a single time slot. For example, a three-track conference (with tracks titles, “I. International Research,” “II. Records and Resources,” and “III. Computers and Genealogy”) may offer these sessions: I. English

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committee agreeing on whom to invite. Or, invitations can result from topics submitted in response to a Call for Papers.

committee agreeing on whom to invite. Or, invitations can result from topics submitted in response to a Call for Papers.

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'''Call for Papers'''

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== Call for Papers ==

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A call for papers or lecture proposals to be submitted by prospective speakers can be placed in national, state, or regional society publications 12-15 months before the conference date. The call

A call for papers or lecture proposals to be submitted by prospective speakers can be placed in national, state, or regional society publications 12-15 months before the conference date. The call

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whose submitted topics were not chosen are considered for the keynote address or invited to do a particular presentation.

whose submitted topics were not chosen are considered for the keynote address or invited to do a particular presentation.

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'''Choose Speakers'''

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== Choose Speakers ==

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Some considerations in speaker slection:

Some considerations in speaker slection:

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'''More To Consider'''

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== More To Consider ==

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Speakers are paid on the voucher system. These vouchers give the name and address of the person to be paid, a list of expenses, and the purpose of the payment. The speaker enters the date of the session, topic, the amount of honorarium, and agreed upon expenses. The speaker signs and returns this voucher prior to the conference. A paycheck will then be ready for the speaker at time of registration.

Speakers are paid on the voucher system. These vouchers give the name and address of the person to be paid, a list of expenses, and the purpose of the payment. The speaker enters the date of the session, topic, the amount of honorarium, and agreed upon expenses. The speaker signs and returns this voucher prior to the conference. A paycheck will then be ready for the speaker at time of registration.

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Introductions are an important part of any conference. The program committee should arrange for persons to introduce the speakers. A standard format may be devised. It can be very precise: announce the session number, the subject, and the lecturer’s name. Mention can be made that there is more information in the syllabus regarding the presenter. This is the method preferred by most speakers. Otherwise the person introducing the lecturer may become nervous and give a negative slant to the presentation.

Introductions are an important part of any conference. The program committee should arrange for persons to introduce the speakers. A standard format may be devised. It can be very precise: announce the session number, the subject, and the lecturer’s name. Mention can be made that there is more information in the syllabus regarding the presenter. This is the method preferred by most speakers. Otherwise the person introducing the lecturer may become nervous and give a negative slant to the presentation.

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'''Problems'''

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== Problems ==

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Ah, yes, problems. No conference goes off without a hitch. Try to anticipate everything that could go wrong. One of the most worrisome concerns is speaker cancellation. If this happens early enough, select another speaker for the same topic and only minor adjustments will be necessary to the published program. If no speaker is available on a specific topic, choose a new topic, even if it does not fit into the selected tracks. Last-minute cancellations or no-shows present a different problem. The audience may be entering a room when word comes that a speaker has fallen ill and will not appear. The

Ah, yes, problems. No conference goes off without a hitch. Try to anticipate everything that could go wrong. One of the most worrisome concerns is speaker cancellation. If this happens early enough, select another speaker for the same topic and only minor adjustments will be necessary to the published program. If no speaker is available on a specific topic, choose a new topic, even if it does not fit into the selected tracks. Last-minute cancellations or no-shows present a different problem. The audience may be entering a room when word comes that a speaker has fallen ill and will not appear. The

only way to manage this is to have a couple of backup speakers, “waiting in the wings” with a general-interest lecture.

only way to manage this is to have a couple of backup speakers, “waiting in the wings” with a general-interest lecture.

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'''Final Check'''

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== Final Check ==

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A detail-minded person should do a last-minute examination of each meeting room. This person should be sure that everything is ready to ensure a smooth presentation:

A detail-minded person should do a last-minute examination of each meeting room. This person should be sure that everything is ready to ensure a smooth presentation: